Contents
A. University evacuation policy
B. Code of practice
1 Introduction
2 Evacuation procedures
2.1 Fire
2.2 Fire alarm activations
2.3 Bomb alerts and other emergencies
2.4 Word of mouth evacuation
2.5 Staff in charge of students
2.6 Fire wardens
2.7 Assembly
3 Organisation of evacuation procedures
3.1 Building evacuation controllers (BEC)
3.2 Fire wardens
3.3 Selection of fire wardens
4 Control of doors to prevent re-entry
5 Facilities and estates staff
6 Drivers and deliveries
7 All members of staff
7.1 Telephone warnings
7.2 During normal working hours (Monday - Friday 8.00 - 5.00)
7.3 Outside of normal working hours
7.4 Night duty staff
8 Control Procedures
8.1 Fires
8.2 Bomb alerts
9 Search procedures
Appendix TELEPHONISTS - ACTION TO BE TAKEN IN THE EVENT OF A BOMB CALL
A. University evacuation policy
Introduction
University of Bedfordshire is committed to protecting the health, safety and welfare of our staff and students. We recognise that the safe evacuation of all users of a building in an emergency forms a key part of this commitment.
This policy and code of practice will apply to all staff in the university. Deans and Heads of Support Departments are responsible for implementation the policy and for providing the necessary resources.
Scope of the policy
This policy covers the safe evacuation of buildings by staff students, contractors, visitors and any other users during normal working hours, at other times the buildings are open and during periods when they are “closed” to normal use, e.g. at night, holidays, etc.
Policy
The Deans and Heads will identify all situations where their staff or students may be at risk within their areas and implement measures in accordance with the University health & safety policies and the appended Code of Practice to provide for safe evacuation during an emergency. These procedures will be regularly reviewed either at three yearly intervals or where there is a significant change or new information affecting the risk.
Evacuation practices will be organised annually by the Health & Safety Department in all academic building and each semester in university halls of residence by Student Services.
The university will consult with Trade Union Safety Representatives on proposed actions and evacuation procedures.
The university will provide training for managers, supervisory and other staff in good management practices, risk assessment, fire safety and evacuation.
The university will provide adequate resources to enable Deans, Heads and managers to implement the agreed management strategy and code of practice.
Responsibilities
Deans and Directors/Heads of Support Departments
The following should either be carried out directly or through the H&S structure set out in the Statement of safety Organisation and the university central H&S policy:
Occupational Health and Safety Staff
Facilities and Estates
Employees
Function of Safety Reps
Role of the Safety Committee
B. Code of Practice
1 Introduction
There are occasions when it will be necessary to evacuate the institution or a single building in an emergency such as a fire, bomb alert or major hazard.
The safe evacuation of staff and students under their control is the responsibility of Heads. To provide a system of safe evacuation the institution has adopted the procedures outlined below based on assessment of the risk involved.
In order to ensure, as far as reasonably practicable, safe evacuation from buildings in an emergency evacuation, practises will be held annually in academic buildings and each semester in university halls of residence. Faculties, Departments and Sections will appoint members of staff to assist in ensuring safe evacuation of employees, students and visitors. At Bedford, two assembly areas have been selected for each building. The NEAR assembly point is to be used in cases of fire alarms. The FAR assembly point is to be used when the building is evacuated in cases of bomb alerts. Details of these are circulated by the Health and Safety Department annually on the Emergency Action notice.
2 Evacuation procedures
2.1 Fire
Any member of staff discovering a fire should sound the alarm by means of the nearest 'break glass' alarm point, shouting "Fire" and dialling the emergency services (9-999). Health and Safety 01582 489356 and Security 01582 489256, Polhill 01234 79 3134 should also be notified.
If the fire can be easily extinguished, without risk to staff, by using the appropriate extinguisher, staff should do so, but only after the building has been evacuated and the brigade called.
2.2 Fire alarm activations
The member of staff acting as Building Evacuation Controller or another senior member of staff should call the emergency services (9-999). The call should preferably be made from the Fire Panel so that details of the activation can be given. Health and Safety 01582 489356 and Security 01582 489256, Polhill 01234 79 3134, should also be notified.
If security become aware of an “out of hours” activation they should call the fire brigade and the security officer on duty immediately notify a Health and Safety Officer.
2.3 Bomb alerts and other emergencies
Detailed management procedures are contained in the campus Emergency Manual (Bedford)
a) When the building should be evacuated:
i) If the hazard appears immediate the fire warning sirens or bells will be sounded on instructions from an Emergency Controller (normally a Health and Safety Officer). Prior to sounding the alarm Security staff or other appointed persons, will see that the alarm service has been notified that there is not a fire.
ii) In other cases it may be decided by the Emergency Controller to evacuate the building by word of mouth without sounding the fire alarms. Such a system will be used in instances where there is no reason to suspect an immediate hazard and it would be advantageous to ensure the removal of personal belongings. In such cases the alarm will be sounded after 10 minutes to ensure total evacuation of the building has been achieved. Security staff will notify the alarm service as in paragraph a) above.
b) If the Alarm sounds all staff and students must then leave the building by the nearest exit and proceed without delay to the near assembly point. Equipment should be made safe, windows and doors closed. In the case of a bomb alert they will be told by the Building Evacuation Controller (BEC) or a member of Health and Safety or Facilities and Estates staff at the near assembly point to move to the distant assembly point at Bedford, or in the case of Luton, a reasonably safe distance from the affected building.
Staff and students should take their bags and briefcases with them unless this would delay the evacuation. Doors to rooms other than student bedrooms in Halls should not be locked as this will restrict entry of the emergency services and delay any search by University of Bedfordshire staff that may be necessary.
2.4 Word of mouth evacuation
Staff and students should collect their bags, coats and personal possessions and move to the distant assembly point. All users should assemble at the evacuation point even if the building is not to be reopened on the day of the alarm.
Under certain circumstances the Chief Executive and Vice Chancellor (or the person deputising for him), may decide that the Building(s) is/are not to be evacuated, in which case a search will be instigated in accordance with paragraph 8 below.
2.5 Staff in charge of students
Staff in charge of areas, e.g. Lecturers and Safety Managers, will check that all equipment in use is either switched off or can be left without any additional hazard. In the case of word of mouth evacuation equipment should be left in a condition such that it can remain unattended for some considerable time, e.g. overnight. They should then ensure that all persons in their charge have evacuated the rooms and proceeded to the appropriate assembly point.
Lecturers and other staff in charge of students should ensure that they proceed to the assembly point as a group and must check by any means available and as far as possible that all of the group are present and report this fact to their Building Evacuation Controller (BEC).
Lecturers in charge of students, supervisors, or the senior person present, are to ensure that during emergency evacuation assistance is arranged for disabled persons and those who may be temporarily incapacitated. Refuge areas should be designated for those with mobility difficulties who cannot be evacuated without assistance. Where it is necessary to use such areas the lecturer in charge or other responsible person must immediately report the fact to the Building Evacuation Controller or Fire Brigade Officer in Charge. Heads are responsible for ensuring that staff are trained in the use of evacuation chairs, where these are provided, to evacuate those with mobility difficulties and that Personal Emergency Evacuation Plans (PEEPS) are prepared for each individual.
Advice will be given at the assembly point as to when the building is to be reopened users should not leave the assembly point until they have obtained this information.
Notices will be displayed at the entrance to each building giving up to date information on the status of the building.
2.6 Fire Wardens
Fire Wardens (previously designated Evacuation Officers) will check their allotted rooms have been evacuated. They will then report to the appropriate Building Evacuation Controller (BEC) at the assembly point. All fire wardens should be identifiable by their arm band.
If a room is not empty, and any individual refuses a request to leave the Fire Warden should not remain but continue with the check. The presence, name and location of the person in the building should be reported to the Building Evacuation Controller (BEC).
Persons refusing to leave a building or failing to attend the assembly point put others at risk if a search or rescue attempt has to be organised. Failure to comply with the evacuation procedures shall be considered a serious offence.
2.7 Assembly
At the assembly point staff and students will assemble in the work groups and/or classes. The lecturer-in-charge or senior member of the group will check that everyone is present and report to the Evacuation Controller if any members of the group are missing
Each Fire Warden will in turn report to the BEC at a point of safety outside the building near the Fire Panel. Only at this stage may staff or students leave the Assembly Point if they have been told that they may do so. Heads, BECs, Fire Wardens, Evacuation Chair users should remain at this point. First Aiders should also remain available at the assembly point as they may be able to render assistance to the emergency services.
Staff and students must not attempt to enter any building until they have been told it is safe to do so by the Emergency Controller (bomb alerts, etc.) or BEC for the building. Re-entry will be under the control of the Building Evacuation Controller who will normally permit staff to enter in advance of students and other users upon instruction from the Fire Brigade.
3 Organisation of Evacuation Procedures
3.1 Building Evacuation Controllers (BEC)
The Faculty or Department that is the principal user of any building or ‘fire zone’ shall appoint a senior member of staff (normally a member of the Faculty Executive or equivalent) to act as the BEC. In cases where there is no principal user, Deans/Departmental Safety Co-ordinators should liaise and appoint an appropriate person as BEC. The Building Evacuation Controller will report the evacuation to the Health and Safety department on form. When the BEC is not available the most senior person present shall act as Building Evacuation Controller. Deans should ensure that appropriate trained persons are available at all times the building is open.
In Halls it may be appropriate to appoint two Building Evacuation Controllers, one for the day (Hall Manager) and one for nights (Tutor/Senior Student).
The BEC should liaise with the Emergency Services and/or senior member of premises staff present, as to when it is safe to re-enter the building. In the case of bomb alerts the Building Evacuation Controller should liaise with the Campus Emergency Controller or Duty Manager as to whether the Faculty staff trained as Bomb searchers are required to assist in a search.
The BEC should communicate directly with the Fire Officer in Charge.
The BEC should submit a copy of form to the Dean or Head of Support Department. The original should be sent to the University Health and Safety Department following each evacuation, including false alarms and practice evacuations.
3.2 Fire Wardens
Every Faculty, Department or Group within a building shall appoint Fire Wardens from amongst their staff. The Fire Warden will check a specific area, suite of rooms or section of the building to ensure that it has been evacuated, and when possible, that the area is safe e.g. naked flames extinguished. The clearance of rooms should be reported
Faculties and Support Departments sharing a building should liaise on the appointment of Fire Wardens to ensure that all rooms, including lecture rooms or other pooled accommodation, are checked in the most efficient manner. It is the responsibility of all Faculties/Departments sharing a building to ensure that all rooms are checked.
In the absence of the person appointed as Fire Warden for any area the most senior person present in that area at the time of the alarm shall act as Fire Warden.
The 'Building Evacuation Record Sheet' will be kept on a clipboard, in a prominent position, by each Fire Warden listing the rooms to be checked. This sheet will be taken by the Fire Warden, or deputy, when alarm sounds to be checked off and handed to the Controller on completion of the evacuation. Once the evacuation has been completed and reported to the BEC, the Fire Wardens will await further instruction from the officer in charge. They may be required to return to the building to advise the Fire Officer on hazards or to assist in any search.
3.3 Selection of Fire Wardens
When choosing a Fire Warden, Deans and Heads might take into consideration the following points:
a) The Fire Warden should be selected from those members of staff who spend most of their time in the building or from areas which are regularly staffed.
b) Where possible they should be selected so that they only have to check rooms between their normal workstation and the fire exit.
c) The area to be checked should be kept as small as possible so that the Fire Warden is familiar with the hazards in the rooms to be checked.
d) There should be a system in operation that ensures that if the Fire Warden is not available another member of staff automatically assumes the role.
4 Control of doors to prevent re-entry
Unless warning lights indicating “No Entry- fire alarm” are fitted at each door, on the sounding of the alarm 'Do Not Enter' signs should be displayed at all the entrances to the building by staff or in the event of no signs, a verbal instruction given. The signs should be kept near the entrance at which they will be used and moved into the required position by a member of staff from a work area near to the door. The member of staff will remain on duty to prevent re-entry and direct users to the Assembly Point until told to stand down by the Building Controller or their representative. Re-entry to the building will only be via the main door.
Barriers/gates at the entrances to drives or car parks should be opened if this would assist the emergency services gain access to the building and to the “riser”.
5 Facilities and Estates staff
Normal Working Hours
During normal hours Facilities and Estates staff (Security – Bedford/Luton, Premises staff- Bedford/Luton) will respond and provide support for the Building Evacuation Controller / University Health and Safety Officer.
The member of Facilities and Estates staff receiving notification of the alarm will immediately notify the Health and Safety Officer and Building Controller of the location of the alarm.
Facilities and Estates staff will liaise with the BEC/University Security to silence/reset the panel and replace items as necessary
Facilities and Estates staff will also liaise with the BEC to assist in the display of Do Not Enter signs and to prevent re-entry of the building by any door other that the designated entrance.
Outside Normal Working Hours
Security staff will notify the fire brigade and access the panel and notify the University Duty Manager or Campus Emergency Controller immediately they become aware that there is an actual fire.
If a building is open and in use the Faculty /Support Department should have a member of staff present to assume the role of BEC. Facilities and Estates staff/Security staff will provide support in the normal way. If a building is closed or a Faculty BEC is not present, Facilities and Estates staff will assume that role.
Those staff at the scene of the genuine emergency, as distinct from a false alarm, will be placed under the control of the Emergency Control Officer or senior member of the Emergency Services. As soon as the alarm is raised Facilities and Estates will dispatch a member of staff to the assembly point to act as a radio link between the Controller and the Control Room. Where these arrangements are not appropriate Heads should make appropriate arrangements and record them in the Emergency Manual.
In a University wide alert Facilities and Estates Security Staff will provide mobile radio links between buildings and with Halls etc.
6 Drivers and deliveries
In the event of an alarm, or other safety warning being sounded, Area Safety Managers or any available responsible members of staff should ensure that all drivers attending the building for delivery or collection purposes are to suspend operations at once and move their vehicles away from the scene so as to allow for evacuation and to give maximum clearance to the emergency services.
In addition any member of staff accepting a delivery should inform the driver of this policy.
Any Faculty or Support Department which has engaged outside contractors or in which contractors are working will give similar instructions to the contractor's drivers at the time of the alarm sounding.
7 All members of staff
All members of staff are asked to assist by adopting the following precautions as normal routine on and within the institution's premises:-
a) Having their names on the outside of briefcases, etc. and encouraging students to do the same.
b) Not leaving bags, briefcases, etc. unattended in classrooms, laboratories and communal areas. Those responsible for students should impress this point on all students in their charge.
c) Locking all doors of offices when not occupied and laboratories etc. whenever they are not scheduled for use. (During an emergency evacuation rooms shall be left unlocked to assist in any search or to avoid delaying the emergency services).
d) Correctly challenging strangers or any person not wearing a University of Bedfordshire identity badge encountered on the institution's premises.
e) Any person discovering a suspicious or unaccountable object at times other than during a bomb alert should report the matter to the area supervisor. If the object cannot positively be identified as harmless equipment the Security Office should be informed. On no account should the suspicious or unaccountable object be touched. The police will take control should such a situation arise.
7.1 Telephone warnings
Individuals receiving a telephone call warning of a bomb on the institution's premises should:
a) Let the caller finish the message without interruption but listen carefully for any speech peculiarities or background noises.
b) If possible alert someone to call the Switchboard immediately but do not put the handset down or cut off the caller.
c) Write down the message during the call or immediately afterwards.
7.2 During normal working hours (Monday - Friday 8.00 - 5.00)
Notify the telephone exchange if this has not already been contacted. The exchange will notify an Emergency Controller (named in the Emergency Manual, normally a Health and Safety Officer). The person who received the initial telephone warning should remain near their telephone as the Emergency Controller will need to contact them or report to an agreed location if the building is to be evacuated. Full details are given in the separate Emergency Manual.
7.3 Outside of normal working hours
A different procedure must be followed when the switchboards are closed. This is given in the Emergency Manual.
7.4 Night duty staff
Night duty staff should:
a) Notify listed personnel and initiate established call-out procedure.
b) Notify the Police.
c) Arrange evacuation of the building if necessary.
8 Control procedures
Fire evacuations - Detailed instructions are provided in the Emergency Manual for each location/campus.
8.1 Fires
The Building Evacuation Controller will contact the Duty Manager or Campus Emergency Controller as soon as the alarm is activated or it is believed that there is a fire.
The appointed Building Evacuation Controller has delegated authority on behalf of the Dean/Head responsible for the health and safety of the staff, students and other occupants, for liaison with the emergency services and controlling the evacuation and safe assembly of evacuees.
Fire wardens, Evacuation Chair users and Facilities and Estates staff will report to the BEC.
8.2 Bomb alerts
The switchboard, or any other member of staff receiving a call, should immediately contact a Health and Safety Officer in accordance with the bomb procedures set out in the Emergency Manual. It is important that the individual who took the ’bomb call’ is available to speak directly to the Controller.
9 Search procedures
In the case of a bomb alert the search of buildings will normally be carried out by trained staff following evacuation of the building(s).
If, in the exceptional circumstances that, the Chief Executive and Vice Chancellor (or the person deputising for him) decides that the building(s) should be searched without evacuating the building, Deans/Heads, or Fire Wardens will be notified in accordance with the list provided by Faculties and Departments.
Trained “searchers” appointed by the Deans/Heads of Support Departments will arrange a search of the various rooms in their area assisted by Security staff where available. Heads should inform the Health and Safety Officer annually of the names of their “searchers” for each building occupied.
The Fire Wardens/Searchers will mark those rooms/areas searched on a plan of the building which will normally be kept in the Building Front Hall. This plan will be made available to the Emergency Control Officers or Controllers during the evacuation.
A Safety Officer or other Controller co-ordinating the search should telephone the appropriate Control Room as soon as the search is completed and immediately if anything suspicious is found in the course of the search, or notify the Control Officer.
THE TELEPHONE THREAT
The telephonist has a critical role to play when a bomb threat is received, but it must also be remembered that there may be other members of staff with direct line telephones. They too could receive a threat and they should also be aware of what to do if they receive a threatening call. Heads should ensure, for example, that School/Faculty Offices have a copy of these pages and the checklists for the receipt of calls.
Anyone who receives a telephone threat or warning must remain calm and try to obtain as much information as possible. This will also help Management assess the threat and perhaps, ultimately, help to locate and identify the device. Whoever receives a telephone threat should also attempt to gain any information which will help them detect the caller.
The caller may ring off immediately after giving the message, but whoever takes the call should nevertheless try to get a response to the following questions and write down the answers.
a) Which building is the bomb in?
b) Where is the bomb?
c) What time will it go off?
d) What does it look like?
e) What kind of bomb is it?
f) Why are you doing it?
The person receiving the call should also try to assess the following:
g) The caller - Is it a man, woman or child?
h) The speech - Is it intoxicated, rambling or irrational? Has it a distinctive accent?
i) Was the caller laughing?
j) Distractions - Is the call from a public call box or private phone? Is there background noise, such as a train, aeroplane, traffic, or possibly conversation and music that may indicate a public house or other place of entertainment?
Every effort should be made to keep the caller talking as long as possible, so as to obtain the maximum information. This may be achieved by asking the caller to repeat items, indicating that you did not hear or understand the message.
If at all possible, the telephonist, or anyone else dealing with such a call, should signal to a colleague so that the exchange supervisor can be contacted on a different line and an attempt made to trace the origin of the call. Another person listening on the line may help to remember important facts afterwards.
In order to help with this task a form is attached, as Appendix A, setting out the points mentioned above. This should be prominently displayed at the switchboard and key members of staff, who take telephone calls, to be aware of what they are required to do and given training.
Some Switchboards have an automatic recording facility and where these are available staff must be trained to use them.
As soon as the caller hangs up the person receiving the call should notify the Controller
ACTION TO BE TAKEN ON RECEIPT OF A BOMB THREAT
FOR USE BY TELEPHONISTS
Immediately alert someone else if possible (so that the Controller may be informed) but DO NOT PUT DOWN THE HANDSET OR CUT OFF THE CALLER.
Obtain as much information as you can.
Try to keep the caller talking (apologise for bad line, ask him to speak up, etc.)
Complete this form as you go along asking questions in sequence as necessary.
MESSAGE (exact words):_______________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Which building is it in? _________________________________________________________
Where is it? ___________________________________________________________
What time will it go off? _________________________________________________
What does it look like? __________________________________________________
What kind of bomb is it (type of explosive)? __________________________________
Who are you? Name: __________________________________________________
Address:__________________________________________________
Time of call: __________________________________________________________
(Heads should photocopy these two pages from the Emergency Manual which is frequently updated and includes names of Emergency Controllers for each campus.
They should be issued as a double-sided sheet to all telephonists)
Complete the Following as soon as Practicable:
Details of Caller
| Man | Woman | Child | Old/Young | Not Known |
Speech
| Intoxicated | Irrational | Rambling | Speech Impediment |
| Laughing | Serious | Accent | |
| Was the message read or spontaneous? |
Distractions
| Any noise on the line? | Call box, pay tone or coins? |
| Operator | Interruptions |
| Anyone in background? |
Other Noises
| Traffic | Talk | Typing | Machinery |
| Aircraft | Music | Children | |
| Other | |||
| Person receiving call | |||
| Number of telephones on which call was received |
WHEN THE CALL HAS FINISHED GIVE THIS FORM TO THE CONTROLLER WHO WILL DECIDE WHAT TO DO. THE MORE INFORMATION YOU GET, THE EASIER IT WILL BE TO DECIDE WHETHER THE WARNING WAS GENUINE OR NOT.
(Heads should photocopy these two pages from the Emergency Manual which is frequently updated and includes names of Emergency Controllers for each campus.
They should be issued as a double-sided sheet to all telephonists)